Advanced Excel 97

Advanced Excel Academic
Computing
for Windows Support
Information Technology Services

Version: 97 Tennessee Technological University
February 2000
1. Opening Excel for Windows
In the PC labs, from the Start menu: Select Programs g MSOffice 97 g Microsoft Excel
Otherwise, from the Start menu: Select Programs g Microsoft Excel
2. Creating a Document
The Excel program opens with a blank spreadsheet. If necessary, click on the to close
the Excel Assistant (animated paper clip). You may need to drag it over to the left to do so.
For this class, please open an existing file in the PC lab:

Select File g Open.
Click on the down arrow.
Select ClassNotes on Athena (F:).
Double click to open: Its g Excel Class g Expenses.xls
You will see a spreadsheet that has been started. (See Beginning and Intermediate Excel
for details on how a spreadsheet is created. Available on the web at www2.tntech.edu/its/pubs/).
3. Adding Rows for a Title at the Top of the Document
To insert three rows for a title at the top of this document:
Click on the row header 1 and drag down to row header 3 to

highlight rows 1 through 3.
From the menu, select Insert g Rows.
Note that the existing rows move down the page and three blank
rows are inserted above row 1.
Type in the title:
Use Ctrl + Home or your mouse to move to the first cell, A1.
Type: American Travel Expenses
Move to cell A2 and type a single quote mark to indicate that the information you will
be typing should be considered to be text and not as a date.
Type: March 1999
Information Technology Services February 2000

Advanced Excel for Windows Page 2
3. Adding Rows for a Title at the Top of the Document (cont.)
To format a group of cells in the same way:
Click into cell A1 and drag across to cell H2 to select.

Or click into cell A1, hold the shift key down, then click into
cell H2.
From the menu, Format g Cells
Click on the Alignment Tab
Under Horizontal: click on the down arrow to see the menu.
Select Center Across Selection
Click OK.
4. Creating a Formula to Compute a Running Balance
To create a running balance:
Click into cell H5.

Note that since this is the beginning balance it must equal the amount listed in cell F5.
To begin the formula type: = (or a plus sign)
Next, use your arrow keys or mouse to move into cell F5
Note that this cells reference now appears in your formula: =F5
Press Enter to enter the formula and move to the cell below (H6).
Consider what formula you will want in cell H6 to get an accurate balance. You will want to
add any credits from cell F6 and subtract any debits in cell G6 from your balance in cell H5.
The final formula will be =H5+F6-G6 To most easily type this in:
Type: =
Use your arrow keys to move to cell H5
Type +
Move to cell F6
Type -
Move to cell G6
Press Enter
Note that the same formula will apply down the column with the next row of cells as the
references. Excel will automatically adjust your formulas to reflect the change in position as
you copy down the column.
Click on the cell H6

Click on the Copy button or from the file menu select Edit g Copy
Click on the cell H7
Use the scroll bar to move down in the spreadsheet.
Hold the shift key down and click in cell H38 to select the cells from H7 through H38
Click on the Paste button or from the file menu, select Edit g Paste
Click into several cells from H7 to H38 to see how the formula has adjusted to each loca-
tion.
5. Computing the Minimum and Maximum Balance
To create a formula for the minimum and maximum balances:

Click into cell H41 and type: Min Balance:
Click into cell H42 and type: Max Balance:
Expand the width of column H to accommodate this text.

Move the mouse pointer to the right boundary of the column H header until it changes to
a double headed arrow | and drag.
Or select the column by clicking in the header and from the menu select
Format g Column g Width. Then type a value, such as 12.
The formula to compute the minimum value among the values listed will be: =min(h5:h38)
Click into cell I41 and type: =min(
Click into cell H5 and drag down through cell H38
(or scroll down, hold the shift key and click into H38)
Press Enter and note that the final parenthesis in the formula is completed for you.
Repeat these steps in cell I42 for the maximum value formula which is: =max(h5:h38)
6. Using the If Function to Assign Expenses to Accounting Lines
To categorize your expenses, the If function can be helpful. This function allows you to set
a condition for determining what the value of a cell should be. The general form of an If
statement is: =If(comparison statement, true action, false action)
For example, if the category code in column E is 1, then you would like that amount to be
listed in column J under Salary expenses, but if it is not a 1, then you would like to show no
expense in column E. Consider cell J5: If E5=1, then you would like the value of cell J5 to
be equal to the amount in G5, but if the value of E5 is not 1 (Salary), you would want the
value of cell J5 to be zero. This can be written as =If(E5=1,G5,0)
Likewise, if the category code in column E is 2, you want the expense to be listed under
General expenses in column K and if the category code in column E is 3, then the expense
belongs under Supplies in column L. If a deposit has been made, then that amount should
be listed under column M (Income).

6. Using the If Function (cont.)
Enter the formula into cell J5:

Click into cell J5
Type: =IF(E5=1,G5,0)
Press Enter and compare your formula with that shown above. Correct any typos.
Tip: You can also enter this formula by clicking in to cell J5, typing =IF( then clicking into cell E5,
typing =1 then clicking into G5, typing ,0 and pressing enter.
Repeat the appropriate formula for cells K5 (General), L5 (Supplies), and M5 (Income):
Click into cell K5 and type: =IF(E5=2,G5,0)
Click into cell L5 and type: =IF(E5=3,G5,0)
To type the comparison in M5, you will need to enclose the category in quotes, because it
is text In and not a number as in the cases above. Also note that the value comes from
cell F5 in this case, not G5 as in the other cells above.
Click into cell M5 and type: =IF(E5=In,F5,0)
Use copy and paste to copy the formulas down each column:
Select the cells J5 through M5

Click on the Copy button or from the file menu select Edit g Copy
Click on the cell J6
Use the scroll bar to move down in the spreadsheet.
Hold the shift key down and click in cell M38 to select the cells from J6 through M38
Click on the Paste button or from the file menu, select Edit g Paste
Press the Escape key to turn off the selection around the cell you copied from.
Click into several cells and note how the formulas are copied and adjusted for each row.
7. Using the Sum Function to Total Expenses
To compute the total expenses under each category:
Click into cell J39 and drag across to select cells K39 and M39.
Right-click in the highlighted region and select Format Cells from
the floating menu or from the
menu, select Format g Cells
Select the Border tab
Click on the Top border button
to place a plain line across the
top of these cells.

7. Using the Sum Function (cont.)
Click in cell J39.

Click on the AutoSum button.
Note that the formula is correct.
=SUM(J5:J38)
Press Enter.
Copy the formula from cell J39 to cells K39 through M39 using the Copy and
Paste buttons or Copy and Paste from the Edit menu.
8. Formatting Cells
To format the cells as in accounting:

Click in cell J5
Scroll down the page.
Hold the shift key and click into cell M39
Right-click and select Format Cells from the
floating menu or from the menu, select
Format g Cells
Select the Number tab
Under Category: select Accounting
Under Symbol: select None.
Click OK.
This same formatting is available as a button in the toolbar.

Click on the Comma Style button to get the same effect.
Try out the other button formatting shortcuts including $
(accounting currency style), and % (automatically converts
decimal numbers to percentages). You may also quickly
increase or decrease the number of decimal points dis-
played by using the Increase Decimal or Decrease Deci-
mal buttons.
9. Plotting the Balances
The Chart Wizard allows you to produce a chart or plot very quickly. First you need to
select the numbers to be used in the chart.
Click in cell H5
Scroll down the page.
Hold the shift key and click into cell H38 to select the numbers to chart.
Click on the Chart Wizard button or from the menu Insert g Chart

9. Plotting the Balances (cont.)
The Chart Wizard window opens with

the first of four steps, selecting the
Chart Type.
Under Chart type: select Line

Under Chart sub-type, select the
first style in the second row.
Click Next.
In Step 2:
Look over the range of data to

be graphed and click Next.
In Step 3:
On the Titles tab, under Chart Title:, type Balances

Tab twice or use your mouse to move to the Value (Y) axis:
and type Amount
Note how the changes show up on the chart preview.
Click on the Axes tab.

Click to remove the check mark beside Category (X) axis. Note in the
Chart preview that the the x axis labels are removed.
Click on the Legend tab.
Click to remove the check mark beside Show Legend.
Click Next
In Step 4:
To have the graph saved on the same sheet as your data,

select ¤ As object in: Sheet1
Click Finish
To change the position of the resulting graph:
To move the chart to a location under the transaction data.
Click on the chart to select it and hold down as you drag it to a new location on the
sheet. You should see a four directional arrow as you drag.

9. Plotting the Balances (cont.)
To change the size of the resulting graph:
Click on the chart to select it. You will see squares appear at each corner and in the
center of each side when the chart is selected.
Place your cursor over the bottom right corner of the chart until you see a double
headed arrow. 2
Click and drag down to enlarge.
Click off the chart to deselect it.
10. Creating a Summary Sheet
Each Excel file (workbook) allows you to create multiple sheets for your information. In
this exercise, we will create a summary for the month of March on another sheet.
To rename the sheets:
Double-click on the Sheet1 tab at the bottom and type Transactions

Double-click on the Sheet2 tab at the bottom and type Summary
Copy from the Transactions Sheet to the Summary Sheet:
Click on the Transactions sheet tab and move to the top (Ctrl + Home or scroll).
Click in cell A1 and click on the Copy button.
Click on the Summary sheet tab
Click in A1 and click on the Paste button.
Click on the Left alignment button to change the alignment.
Type Salary in cell C3.

Type General in cell C4.
Type Supplies in cell C5.
Click in cell D3 and type =

Click on the Transactions sheet tab.
Click on cell J39 and note the formula shown.
Press Enter and note that you are returned to the Summary sheet in cell D4.
Repeat these steps so that the value of cell D4 in the Summary sheet is from K39 in the
Transactions sheet and the value of D5 in the Summary sheet is from L39. You should
see the same values as shown above which are created from these formulas.
Click in cell D5.

Click on the Borders button.
Click on the Bottom Double Border button. g

10. Creating a Summary Sheet (cont.)
Click in D6.
Click on the Autosum button
Press Enter to create the sum of Salary, General and Supply expenses.
11. Creating a Heading across Cells and Rotated at 90 Degrees
Click in cell A20.

Type March 1999 (Be sure to include the single quote mark to indicate text).
Select cells A3 through A20.
Right-click and select Format Cells from the floating menu (or select Format g Cells
from the menu).
Click on the Alignment tab.

In the Orientation box, click and
drag the word Text until it is
oriented at 90 degrees. Note
that the value in the Degrees box
changes as you move the Text
orientation pointer.
Under Text control, click to
select Merge cells. This will
cause the cells A3 through A20 to
be merged into one cell and the
text you entered in cell A20 will
be displayed across these cells.
Under Text alignment, click on
the down arrow and select Cen-
ter as the Vertical alignment
under the pulldown menu.
Click on the Font tab.

Select Bold as the Font style.
Select 24 as the font Size.
Click on the Patterns tab.

Select a medium yellow.
Click OK.

12. Formatting a Heading
To format the heading American Travel Expenses:

Select cells A1 through F1.
Click on the Merge and Center button.
Click on the Bold formatting button.

Click on the Font Size down arrow and select 20 from the pulldown menu.
Click on the Fill Color button to set a background color for the heading.
Select Sky Blue.
13. Creating a Pie Chart on the Summary Sheet
Select the numbers to be used in the chart by highlighting C3 to D5.

Click on the Chart Wizard button.
Under Chart type: select Pie.
Under Chart sub-type, select the second style. g
Click Next.
Click Next.
Select the Legend tab.
Click to deselect Show Legend.
Select the Data Labels tab.
Select Show label and percent.
Click Finish to complete the chart and skip step 4, accepting the default to place the
chart on the same sheet as your data.
To move and resize the pie chart:
Click on the pie chart to select it and hold down as you drag it to directly under row 6.
You should see a four directional arrow as you drag.
With the pie chart still selected, place the cursor over the bottom
right corner of the chart until a double headed arrow appears. 2
Click and drag down to cell G23.
With the chart still selected, right-click.
Select Format Chart Area from the floating menu.
Under the Patterns tab, select ¤ None for the Border.
14. The Final Summary Sheet
15. Printing and Exiting
Select File g Print.

Note that you may print the Entire workbook,
a Selection, or the Active sheet.
To print just the chart, select the chart by clicking on it near the edge and then select
File g Print. Note that Selected Chart is indicated under Print what.
To exit the program:
Select File g Exit or use the close box in the upper right corner.
Note: If you have made a change and have not yet saved, at exit a prompt will ask
you if you would like to save your changes.

16. Getting Help
One of the easiest ways to get help with Microsoft Excel is the comprehensive online help
included with it, as shown below. Just click on Help g Contents and Index.
1) Should you have a question that the

online help does not address,
please contact the Microcomputer
Support Office at 372-6315 (email:
MicroSupport@tntech.edu)
or your college contact.
2) Students may call the Helpdesk at

372-3975 or get assistance in the
PC labs in person.
3) Handouts on using Excel and other

programs are available on the web
from the TTU home page under
Computing g Publications
(at www2.tntech.edu/its/pubs/).

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Advanced Excel Academic

Information Technology Services

1. Opening Excel for Windows

For this class, please open an existing file in the PC lab:

3. Adding Rows for a Title at the Top of the Document

To insert three rows for a title at the top of this document:

 Click on the row header 1 and drag down to row header 3 to

Type in the title:

Information Technology Services February 2000

3. Adding Rows for a Title at the Top of the Document (cont.)

To format a group of cells in the same way:

 Click into cell A1 and drag across to cell H2 to select.

4. Creating a Formula to Compute a Running Balance

To create a running balance:

 Click into cell H5.

 Click on the cell H6

5. Computing the Minimum and Maximum Balance

To create a formula for the minimum and maximum balances:

Expand the width of column H to accommodate this text.

6. Using the If Function to Assign Expenses to Accounting Lines

Information Technology Services February 2000

6. Using the If Function (cont.)

Enter the formula into cell J5:

 Select the cells J5 through M5

7. Using the Sum Function to Total Expenses

To compute the total expenses under each category:

Information Technology Services February 2000

7. Using the Sum Function (cont.)

 Click in cell J39.

To format the cells as in accounting:

This same formatting is available as a button in the toolbar.

Information Technology Services February 2000

9. Plotting the Balances (cont.)

The Chart Wizard window opens with

 Under Chart type: select Line

 Look over the range of data to

 On the Titles tab, under Chart Title:, type Balances

 Click on the Axes tab.

 To have the graph saved on the same sheet as your data,

To change the position of the resulting graph:

To move the chart to a location under the transaction data.

Information Technology Services February 2000

9. Plotting the Balances (cont.)

To change the size of the resulting graph:

10. Creating a Summary Sheet

To rename the sheets:

 Double-click on the Sheet1 tab at the bottom and type Transactions

Copy from the Transactions Sheet to the Summary Sheet:

 Type Salary in cell C3.

 Click in cell D3 and type =

 Click in cell D5.

Information Technology Services February 2000

10. Creating a Summary Sheet (cont.)

11. Creating a Heading across Cells and Rotated at 90 Degrees

 Click in cell A20.

 Click on the Alignment tab.

 Click on the Font tab.

Click on the Patterns tab.

Information Technology Services February 2000

12. Formatting a Heading

To format the heading American Travel Expenses:

 Click on the Bold formatting button.

13. Creating a Pie Chart on the Summary Sheet

Click on the row header 1 and drag down to row header 3 to

Click into cell A1 and drag across to cell H2 to select.

Click into cell H5.

Click on the cell H6

Select the cells J5 through M5

Click in cell J39.

Under Chart type: select Line

Look over the range of data to

On the Titles tab, under Chart Title:, type Balances

Click on the Axes tab.

To have the graph saved on the same sheet as your data,

Double-click on the Sheet1 tab at the bottom and type Transactions

Type Salary in cell C3.

Click in cell D3 and type =

Click in cell D5.

Click in cell A20.

Click on the Alignment tab.

Click on the Font tab.

Click on the Patterns tab.

Click on the Bold formatting button.

Select the numbers to be used in the chart by highlighting C3 to D5.

Select File g Print.